OSF - Form 9 Special Edition

June 12, 2020

Form 9

The window to upload Form 9 data submissions for January to June 2020 in DOE Online will be open July 1 to July 31.

If you have any questions, please email us at Form9@doe.in.gov.

Form 9 troubleshooting - revised 6/15

If you are having difficulties with your Form 9 submission, please look here for guidance.

Form 9 common questions from prior submission


Recommended Coding associated with Buses:

1) Bus purchase (not part of a loan or lease) account 27400 object 734

2) Gas account 27300 object 613

3) Lease payment account 53300 object 831

4) Bus loan payment account 51400 object 831

Use of account 26200

Ensure these are really operational costs and not constructional in order to correctly calculate

the Maintenance of Effort.

For self-insurance deposits on behalf of employees, be sure to use account 1971.


Terminal Leave

● Character limit in column A of 25

● Character limit in column B of 20

● All cells in columns H and I must have an amount (use 0 if no amount)

● No commas

Capitalized Equipment

● Character limit in column A of 25

● No commas

● Make sure you save the file as “General” format EXCEPT for dates. Save the date

column as“Short Date”

Q: I’m building a fence. Would this be capitalized equipment?

A: No, this would be object 710.

Q: I’m repairing and upgrading my HVAC. Would this be capitalized equipment?

A: This would only be object 735 if a new unit is being purchased. Otherwise, use object 431.

Q: I’m upgrading our lighting. Would this be capitalized equipment?

A: No, this would be object 715.

Object Codes

Please review the guidance regarding the use of object codes for capitalized equipment.

CARES Act Fund Numbers

The Office of School Finance has added new fund numbers for reporting CARES Act expenditures.

Please read this memo for details.

Please send any questions here.

statement of obligations

Please review the overview of the process for submitting the Statement of Obligations as part of Form 9 financial data.

Please send any questions here.

Excessive Education Fund Transfer List

Please read the attached memo regarding the Excessive Education Fund Transfer List based on Form 9 financial data filed by school corporations.

Please send any questions here.

Deadline: July 31

supplemental schedules guidance

Please review the Supplement Schedules guidance presentation for submitting steps 5 - 7 of the Form 9.

The following webinar demonstrates how to view your Form 9 submission file in excel

Form 9 txt to CSV

Unassigned Funds

Unassigned Funds are not part of the current Chart of Accounts. Since they are not included in the current chart of accounts, these funds must be closed out in your data. A new chart of accounts took effect in January 2019. With that, it is important that all school corporations adhere to the current chart of accounts. Because the Form 9 Financial Report is the basis for information requested by local, state, and federal educators and others for use in planning the management of school finances, you must adhere to the new chart of accounts.

other office of school finance news:

Office of School Finance Annual Budget Workshop

Due to COVID-19, the Office of School Finance will not hold its Annual Budget Workshop in June 2020. In lieu of the workshop, staff will record and post a WebEx that includes state tuition support and other updates.

Annual Financial Report

I.C. 5-3-1-3 requires the secretary of each public school corporation to publish an Annual Financial Report (AFR). The Report must be published one time annually, not earlier than August 1 or later than August 15 of each year. The statute also requires the IN Department of Education (IDOE) to develop guidelines for the preparation of and format of the Report.

Guidelines can be found in MOODLE Finance.

Deadline: August 15

FY 2021 Membership Count Dates

Indiana Department of Education (IDOE) will collect an average daily membership count of students in fall 2020 and spring 2021. The fall count date is September 18, 2020 and the spring count date is February 1, 2021. IDOE will use both counts to calculate FY 2021 Basic Grant distributions.

Please read the memo for details.

School Technology Advancement Applications

Beginning June 22 and ending July 17, the Office of School Finance will accept School Technology Advancement Applications. More information will follow next week.

Deadline: July 17

STN Support HelpDesk

Contact the STN Support HelpDesk by clicking here to create a work order. Please include your correct email address and phone number in the work order. STN Support is also available by phone at (317) 232-0808.